Contract Rejection Sample Letter - DOC by yqz16274

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									                                    STATE OF MAINE
                    DEPARTMENT  ADMINISTRATIVE & FINANCIAL SERVICES
                                 OF
                                DIVISION OF PURCHASES
                          BURTON M. CROSS BUILDING, 4TH FLOOR
                                9 STATE HOUSE STATION
                                AUGUSTA, MAINE 04333-0009


  JOHN ELIAS BALDACCI                   RYAN LOW                  BETTY M. LAMOREAU
      GOVERNOR                        COMMISSIONER                    DIRECTOR




                                                                  3/25/2009

From: Michael Wenzel, Division of Purchases


To: All Information Technology Stakeholders


Subject: Technology Services Procurement – Pre-approved
Information Technology Vendor List Procedures Clarification


This memo clarifies the procurement procedures necessary to
successfully execute contracts using the Pre-approved
Information Technology Vendor List.   This initial procurement
structure was created by RFP 102136 Contract Information
Technology (IT) Services. It essentially created the three
financial categories of technology agreements and eight
service groups as indicated in the charts below.

Please follow this guideline to ensure the most expeditious
processing of your technology contracts. If you have
questions contact the Division of Purchases.




PHONE:   (207) 624-7340                 www.Maine.gov          FAX:   (207) 287-6578
       Service Procurement Categories                             Agreement Development
                                              When developing a Category I contract you need to submit the following to
Category I – Contracts up to $10,000, small   Purchases:
one time projects. Quickly executed by an                 Requisition for Contract/Grant Authorization (BP37R)
Agency with the selection of Provider left                      Under Justification for Sole Source Procurement include
to the Agency’s discretion. Generally                     the following:
limited to one per Provider per calendar                               “This contract is issued as a result of State of
year                                                                   Maine Contract Information Technology (IT) Services
                                                                       RFP #102136”.
                                                          Standard Agreement for Services (BP54EO-IT)

                                              When developing Category II agreements under the “pre-approved IT vendor
Category II – Time and materials contracts    list” you need to submit the following to Purchases:
limited to $100,000, or up to 1,000 hours           1. A selection package containing:
per individual per year per agency with the                   Bid Evaluation Matrix
cost for all individuals under a single                       Bidder Award and Rejection Letters
contract no to exceed $100,000 dollars in           2. The following forms:
total.                                                              Requisition for Contract/Grant Authorization
                                                                      (BP37R)
                                                                         o Under “Justification for Sole Source
                                                                            Procurement” include the following: “This
                                                                            contract is issued as a result of State of
                                                                            Maine Contract Information Technology (IT)
                                                                            Services RFP #102136”.
                                                                    Standard Agreement for Services (BP54EO-IT)

                                              When developing Category III agreements under the “pre-approved IT vendor
Category III – For projects with clear        list” you need to submit the following to Purchases:
fixed price deliverables up to $250,000             1. A selection package containing:
                                                              Bid Evaluation Matrix
                                                              Bidder Award and Rejection Letters
                                                    2. The following forms:
                                                                    Requisition for Contract/Grant Authorization
                                                                      (BP37R)
                                                                         o Under “Justification for Sole Source
                                                                            Procurement” include the following: “This
                                                                            contract is issued as a result of State of
                                                                            Maine Contract Information Technology (IT)
                                                                            Services RFP #102136”.
                                                                    Standard Agreement for Services (BP54EO-IT)
       Important Note: (The selection package must be approved by Purchases prior to any
       engagement with the awarded vendor.)
Technology   Service Categories
 Group 1 -   Core Technology Services
 Group 2 -   Database Management Services
 Group 3 -   Project Management Services
 Group 4 -   Systems Engineering Services
 Group 5 -   Telecommunications/Network Services
 Group 6 -   Web/Internet/Intranet Services
 Group 7 -   GIS Specialists
 Group 8 -   Local Area Network Services

Procurement Forms

         Requisition for Contract/Grant Authorization (BP37R)
         http://www.maine.gov/purchases/forms/BP37R%20Jan%202008.doc

         Standard Agreement for Services (BP54EO-IT)
          http://www.maine.gov/purchases/forms/BP54%20EO-IT.doc

Contents of Selection Package

                 Evaluation Matrix
                 Vendor Award and Rejection Letters (see attached samples)


Contracts with any exception to the State’s terms and conditions will not be approved as
this was a condition in RFP 102136.
SAMPLE: SUCCESSFUL BIDDER LETTER

Re:   Award Decision, Department of (Dept. name) RFP for (type of service)

Dear (Successful Bidder):

Congratulations! The evaluation panel, using the weighted criteria outlined in the RFP, has
completed its review of the proposals received. We are pleased to announce that your proposal
received the panel's highest score. The award decision is subject to approval by the State
Purchases Review Committee. We will be contacting you soon to finalize a contract for these
services. Thank you for submitting your proposal; we are looking forward to working with you!
SAMPLE: UNSUCCESSFUL BIDDER LETTER

Dear (Unsuccessful Bidder):

Re:   Award Decision, Department of (Dept. name) RFP for (type of service)

Thank you for submitting a proposal in response to our RFP. An evaluation panel, using the
weighted criteria outlined in the RFP, has completed its review and scoring of all the proposals
we received. The proposal submitted by (vendor name) received the panel's highest score. We
will be developing a contract with them for the requested services, subject to the State
Purchases Review Committee's approval of the award decision. Thank you again for your
participation.

								
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